Calendar Sign-up - Meet Declarations, RSVPs, and Jobs/Shifts

You will need to be logged in to your team website account in order to sign up ➞ Go to Member Account Management for how to log in to your team website account.

Covered in this Article:

• Meets & Events Calendar Overview
• Subscribe to the Schedule/Calendar Page
• Volunteer Job/Shift Sign-up
• Athlete Meet Declaration and Event Sign-up
• Meet/Event and Job Signup Indications

Meets & Events Calendar Overview

Once logged in, you can sign up for meet jobs and events through your team's meet and event calendar. 

• Each meet or event will have buttons specific to a status of open, closed, or pending (no button displays) for job and athlete signup.
• Your team may also have Heat Sheet, Results, and Map files available to download on this page. 
• You can also download the team schedule to your favorite calendar app, such as Google Calendar, Outlook or iCal. (if your team does not make the calendar page private. ➞ See next section)

Subscribe to the Schedule/Calendar Page

Parents can use the “Subscribe” link at the top of the schedule/calendar page to load the team’s calendar into the calendar the subscriber uses. (iCal, Google, Outlook, Yahoo, etc.)

When they click on the link, this screen pops up and they can just choose which calendar they use.

» Note: You cannot subscribe directly in the SwimTopia mobile app, but you can get to your team's website calendar page from within the app to subscribe.

➧ Is the link missing from your team's calendar? 

If your schedule page is private, members will not see the Subscribe link. This disables the ability to subscribe to your calendar, since calendar apps do not support the ability to "log in" to a private calendar.

Your team admins may have this page set to private for privacy reasons, or they may not realize this setting disallows the subscribe feature. Contact your team (not SwimTopia) if you want to request this privacy setting be disabled so you can subscribe to the calendar.

Volunteer Job/Shift Sign-up

Click the green Job Sign-up button to register for a specific meet or event job.

Your assigned or previously selected jobs will appear for that meet. You can edit these selections by clicking the Sign-up for jobs link. 

A list of all meet jobs available for sign-up will be displayed with shift times, slots filled, and points (if applicable). 

Make your changes by selecting or deselecting the checkbox next to each job, and clicking the Save Assignments button.

How do I see the job descriptions and who else has signed up?

Roll your mouse over the "i" next to each job name to view a description of that job.

Roll your mouse over the numbers in the Filled column to see who has already signed up for that job.  

Athlete Meet Declaration and Event Sign-up

Click on the green Meet Entry button to sign your athletes up for meet events.

You may see a volunteer job confirmation window with a link to go back and sign up for job shifts. 

Underneath you will see a list of athletes associated with your account. Click Edit to add or change their attendance and relay declarations, or to add, change, or delete events for your athletes (if your coach allows event selection). 

Select an attendance option from the drop-down menu next to each athlete's name. If your coach allows event selection, a list of events will appear if you select Attending. Check which events you would like to enter for each athlete, up to the limit indicated on the top right. 

Next, select a relay availability option from the drop-down menu for each athlete, and then click the Save button to save your selections. 

Meet/Event and Job Signup Indications

➧ Open for Signup

When you come back to the calendar, you will see a visual indication of the meet declarations and event RSVPs you have updated in the past.

The buttons will turn from dark green to light green, and the OPEN will change to EDIT. 

The buttons will revert back to dark green if:

• The RSVP status changes to “no Reply” for all attendees
• The job signup is removed by you or your team admins
• The meet entry is changed to undeclared for all athletes

➧ Closed Status

You can edit your selections until the status is changed to Closed by your team admins. At that time, you can only view your meet attendance selection, meet event signups, and calendar event RSVPS.

or

➧ Pending Status

You will not see a button when the meet or event signup is in this status. You can see the meet or non-meet event listed on the calendar (if not hidden), but you cannot view or change your signup/RSVP.

» Note: Your team admins have the option to hide or show the individual and relay entries on the website and mobile app, so if you cannot see them, that could be the reason. Contact your team admins from your team website if you have questions about this decision.